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How to Create an Effective Open-Door Policy in Your Office

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Strong leadership practices from managers play a major role in the success of their team. One strategy praised by many successful offices is an open-door policy. It’s defined as the kind of environment where employees feel comfortable coming to their manager with any issues that arise or questions they may have. The idea is that employees feel a greater sense of trust, are encouraged to speak up, and know that their manager is accessible to them. The aim is to promote faster and more efficient communication among the team. An effective open-door policy can prevent future conflicts and support closer working relationships, but without the right structure in place, it won’t deliver its full potential.

Some of the challenges

One of the pitfalls of this policy is the potential for a decrease in productivity. Managers may be less productive if they’re constantly being interrupted, and employees who become too dependent on their managers don’t strengthen their ability to problem solve independently. Another common issue is that managers may come off as uninterested or distracted when an employee walks in to discuss an issue without notice. The idea of favoritism can be another challenge, as certain employees are bound to socialize and share with their manager more than others. If you want to get the most from your open-door policy, you can combat these potential challenges and define a policy that works for your team:

Set parameters

A functioning open-door policy needs parameters in order to succeed. I recommend communicating clearly from the start and outlining the boundaries. An open-door policy doesn’t have to mean your door is never closed. Consider letting your team know that when your door is open, they can stop by without question. And if it’s closed, they can set up an appointment or wait until it’s open if their need isn’t urgent. Another parameter you could set might be to encourage some problem-solving before an employee comes to you. You could ask that employees come with some potential solutions when seeking help with a problem.

Promote transparency

Promoting trust and transparency is essential for a successful open-door policy. Try to foster an office environment where employees feel comfortable being transparent and open in their communication. Demonstrate this transparency by sharing any information you need to with your team — things like your target goals, client feedback, and meeting highlights.

Listen actively

When your door is open, be aware that you’re inviting brief meetings at any point. Make sure that you’re able to be present should these arise. If a quick update turns into a longer meeting, make sure you’re prepared to decide if you can continue or need to schedule an additional meeting in the near future. Don’t let the ease of an open-door policy make you treat the interactions with employees who pop in too casually. Active listening supports an effective open-door policy. Your team needs to know that you care enough to listen fully to their concerns or questions.

Foster connection

A team that feels connected will function better as a whole. I recommend encouraging connection by creating team-building and bonding opportunities. Especially if your employees lack similar interests, promoting connection and collaboration can help the entire office thrive. From switching to an open office layout to planning lunches and outings, creating an overall sense of openness will promote a strong team.

 

Without this kind of policy, employees often feel that their concerns don’t matter or that they’re unable to voice them. This can snowball, causing small issues that are overlooked to become larger issues over time. To avoid these consequences, a policy that ensures open communication is key. Transparency and trust are qualities that ensure the happiness of each employee and an office that functions at its best. Do you operate with an open-door policy? Share some ways you navigate the challenges and make it successful.

Disclosure.

This is not an advertisement pursuant to 12 C.F.R. 1026.2(a)(2). This is informational, recruiting material intended for mortgage professionals only and is not for distribution to consumers or prospective applicants for residential mortgage loans. Cardinal Financial Company, Limited Partnership, NMLS ID 66247, is an Equal Housing Opportunity Lender. Corporate Address: 3701 Arco Corporate Drive, Suite 200, Charlotte, North Carolina 28273. Licensing information can be found at: https://cardinalfinancial.com/nmls-licensing/.